Epworth HealthCare Medical Specialist ICT Orientation Pack

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1 Epworth HealthCare Medical Specialist ICT Orientation Pack Welcome to Epworth HealthCare (Epworth)! Epworth IT Department has established a set of Information & Communications Technology (ICT) Services for Medical Specialists. The attached manual provides detail of what is available within the ICT Services at Epworth, and how to use them. These services are available for your use whilst providing care at Epworth. You have been provided with an IT User Account and these details are listed above (IT User logon ID and Password) and are used to log onto the computer network across Epworth HealthCare. You have the ability to log into ICT Services on site or offsite, and gain access to patient clinical information (for the purpose of clinical practice or patient review) and use other services at Epworth, such as staff contact lists, antimicrobial guidelines, MIMs and Riskman reporting. The attached document is a tool provided to assist you with ICT-based orientation and training requirements for your time at Epworth. The content will continually evolve and change as more systems become available to Medical Specialists. Hence please consider revisiting this document on a regular basis to see what has changed. Please note for some Medical Specialists there are other IT resources which are not included in the All Medical Specialist Access list but are additional features/resources for their specific area of practice. This includes specialty areas such as Medical and Radiation Oncology who use the Aria Oncology Information System. Page 1 of 24

2 Index FAQ s... 4 IT Service Desk... 4 Training Requirements... 4 Biometrics Fingerprint log on... 4 Wireless Access... 4 Instructions on Accessing IT Resources from inside (onsite) of Epworth... 5 Accessing Applications from an Epworth device... 5 Enrolling your finger for Biometric Authentication... 5 Accessing Applications from your own personal device... 6 Instructions on Accessing IT Resources outside (remotely) of Epworth... 7 Accessing applications through the Staff Portal... 7 Accessing applications using the Citrix Client... 7 Setting up remote access on a Windows/PC computer (including laptop)... 8 Setting up access on a MAC computer (including laptop) Setting up remote access on your Smartphone and Tablet device Changing your Password Fast User Switching What is a Thin-Client device? IT Services/Resources List All Medical Specialists Applications Access Antimicrobial Guidance System BOSSnet Patient Scanned Medical Record Computer Desktop Access Computer Devices HREC Human Research and Ethics Committee Requests ICT Policies and Protocols Intranet Internet Web Browsing MyPatients Mobile Application MiMS - emims PCEHR ehealthrecord Pathology Results Point of Care - OneView Policies and Protocols Printing and Photocopying Services - Utrack Radiology Results Riskman Telephone Services Therapeutic Guidelines etg WebQI Clinical Audit Registries Conditional or Specialty Specific Application Access Aria Medical and Radiation Oncology System Dictation Services Page 2 of 24

3 Endobase Endoscopy System Medications Management - MedChart Page 3 of 24

4 FAQ s IT Service Desk The Epworth IT Service Desk business operating hours are Monday to Friday 08:00 to 18:00. Telephone Contact: Contact: The IT Department also provides 24x7 emergency services which may be used for any critical clinical issues that have no workaround and cannot wait until the next business day. After hours operating times include Monday to Friday 18:00 to 08:00, Saturday, Sunday and Public Holidays. During these hours the IT Service Desk will be managed by an automated call attendant system which will route your calls according to which option you choose as follows: Press 1, to leave a voic message to log a non critical incident or request which will be retrieved and auctioned during business hours. Please ensure you clearly state your Full name, Full telephone number and a description of the problem including the error message (if any) when leaving a message Press 2, only critical clinical issues with no workaround which has potential significant clinical impact Training Requirements To get the best use out of Epworth s ICT applications please refer to this Guide. If you require training on use of applications please contact either Medical Services or the IT Service Desk who will put in you in contact with the appropriate training resource(s). Biometrics Fingerprint log on Biometric fingerprinting authentication is available in a number of areas across Epworth. You will be required to use biometric logon with the OneView Point of Care devices found in patient rooms and on some thin client keyboards. The process of setting up your biometric fingerprint is similar between these devices. Instructions on enrolling can be found by clicking on the heading for this section. Wireless Access Medical Specialist have access to wireless access services across all Epworth sites to which you may connect no more than 2 devices of your choice of mobile devices (Apple, Android or Windows based tablets and laptops) with your ICT username and password. Page 4 of 24

5 Instructions on Accessing IT Resources from inside (onsite) of Epworth There are 2 options for accessing applications from inside Epworth. These include: Accessing applications from an Epworth device Accessing applications from your own personal device this may be a smartphone, tablet or laptop Accessing Applications from an Epworth device To access applications from onsite at Epworth you must only log onto a thin client workstation. There are a number of ways that you can log on to one of these devices. These include: With biometric finger print logon To log on to a thin client you must firstly enroll you biometric finger print. Instructions on how to do this can be found at the end of this document. Without biometric finger print logon you will need to enter your logon and password at the entry screen Sunray terminal you will need to enter your logon and password at the entry screen Enrolling your finger for Biometric Authentication Please make sure you have contacted the IT Service Desk before setting this up as there are steps the team must follow to enable your access. Click here to enrol your Finger for Biometric Authentication Page 5 of 24

6 Enter your Username & Password. Click Next Click the Finger you wish to use to logon (Left index finger is easiest) Touch your finger on the keyboard 4 times (A successful scan will make the number s turn Blue) You are now ready to sign on using your finger to logon. Touch your finger on the keyboard scanner to logon. Accessing Applications from your own personal device Epworth provide access to Medical Specialists to the wireless network (WiFi). Before attempting to access the wireless network, please contact the IT Service Desk on to ensure you have been granted access to the wireless services as it will not allow connection. Instructions for onboarding your mobile device can be found at the following links: For onboard of an iphone, please click on the following link: to Epworth Wireless - iphone.pdf Page 6 of 24

7 For onboarding of Apple MAC devices which include (OSX 10.5 to 10.6) laptops, please click on the following link: to Epworth Wireless - OSX 10.5 to 10.6.pdf For onboarding of Apple MAC devices which include (OSX 10.7+) laptops, please click on the following link: to Epworth Wireless - OSX pdf For onboarding of Windows 8 Devices, please click on the following link: to Epworth Wireless - Window 8.pdf For onboarding of Windows 7 Devices, please click on the following link: to Epworth Wireless - Windows 7.pdf For onboarding of Android Devices, please click on the following link: Network Access for VMO - Android.pdf For onboarding of Captive Portal, please click on the following link: Practice-at-Epworth/Documents/Wireless Network Access for VMO - Captive Portal.pdf Instructions on Accessing IT Resources outside (remotely) of Epworth All Medical Specialists are provided with remote access to Epworth s systems. There are 2 options for accessing applications from outside of Epworth. These include: Accessing applications through the Staff Portal Accessing applications using the Citrix client Accessing applications through the Staff Portal The Staff login can be found at the bottom right hand side of the home page. This provides access to Epworth IT resources from outside the organisation. The applications available from the Staff Portal do not include access to patient information. This is because accessing patient information requires 2 factor authentication (Login Name, Password and SMS Passcode) and use of just a login name and password contravenes patient privacy laws when accessing from remote locations. Click on the Staff Login button,. This will take you to the Staff resources page. Click on the Staff Portal button, and enter your Login name and password. The applications in the list will be those to which you have been provided access. Accessing applications using the Citrix Client Please read the instructions located at the back of this document on how to install Citrix on the following device types. Windows/PC Computer MAC Computer Smartphone and Tablet devices (including Apple and Android devices) If you have any difficulties with Citrix access please contact the IT Service Desk on who will work with you to ensure access is correctly setup for your device type. Page 7 of 24

8 Setting up remote access on a Windows/PC computer (including laptop) Please make sure you have contacted the IT Service Desk before setting this up as there are steps the team must follow to enable your access. On your computer open Internet Explorer This is a must, even if you normally use Google Chrome or another browser as your default, as Internet Explorer is the only browser that functions correctly with Citrix Remote Access on a Windows based computer. Once open, browse to the following link and click the download option on the page: This will download the Citrix application to your home computer and allow you to view the Epworth desktop and applications From here, after the download has completed, you will need to install the Citrix Receiver. You will need to open the install file from where you chose to download it to, and then simply follow the install process steps until it is finished. After the application is installed you do not have to open it. It is simply an application that runs in the background and is displayed in the taskbar next to your clock. The Citrix Receiver assists in displaying the Epworth Desktop for you. Now you have to setup the Internet Explorer application. You must follow these steps or you will not be able to access the Citrix remote login site. Open Internet Explorer and then click on: Tools or the Cog symbol (depending on your version of Internet Explorer) The click on Internet Options Page 8 of 24

9 In Internet Options perform the following: Click the Security tab Click Trusted Sites then click Sites Now you will have a pop-up appear to add a website to the Trusted Sites zone In the box provided type the following: The click Add and it will be listed under the Websites heading. Now click Close and then click on Ok Now you can proceed to the login page for the remote access site. Navigate to the following site: You will be presented with a login screen asking for a username and password These are your personal Epworth details you would use for logging into the computer at the hospital. Page 9 of 24

10 In the fields for Username and Password please enter your Epworth login details: Username Password Epworth Login name (e.g. johnsmith) Epworth Password (e.g. Epworth22) You will then be prompted to enter a SMS Passcode that has been sent as a text message to your mobile device, the phone number which you have previously provided IT Service Desk. If you do not receive this please contact the IT Service Desk to ensure your correct mobile phone number has been provided. This will now display a list of available applications your can run on the remote site. If your preferred application is not listed on the Applications tab, click on the Desktop tab The SUN-DESKTOP is the standard and best way to access applications. It is a duplicate of an Epworth Desktop that you have access while inside Epworth and allows access to all applications and files that are located on the network. Setting up access on a MAC computer (including laptop) Please make sure you have contacted the IT Service Desk before setting this up as there are steps the team must follow to enable your access. On your computer open Safari This is native to the Apple ios and is normally located on the Dock bar on the bottom of the screen. Page 10 of 24

11 Once open, browse to the following link and click the download option on the page: This will download the Citrix application to your home computer and allow you to view the Epworth desktop and applications After you start the download a box will appear showing your download progress. This will let you know when the file is finished downloading and ready to install. From here, after the download has completed, you will need to install the Citrix Receiver You will need to open the install file from where you chose to download it to, and then open the Install Citrix Receiver application simply follow the install process until it is finished. After the application is install you do not have to open it. It is simply an application that runs in the background and is displayed in the taskbar at the top of your screen near your clock. The Citrix Receiver assists in displaying the Epworth Desktop for you. Now you can proceed to the login page for the remote access site. Navigate to the following site: You will be presented with a login screen asking for a username and password These are your personal Epworth details you would use for logging into a computer at the hospital. Page 11 of 24

12 In the fields for Username and Password please enter your Epworth login details: Username Password Epworth Login name (e.g. johnsmith) Epworth Password (e.g. Epworth22) You will then be prompted to enter a SMS Passcode that has been sent as a text message to your mobile device, the phone number which you have previously provided IT Service Desk. If you do not receive this please contact the IT Service Desk to ensure your correct mobile phone number has been provided. This will now display a list of available applications your can run on the remote site. If your preferred application is not listed on the Applications tab, click on the Desktop tab The SUN-DESKTOP is the standard and best way to access applications. It is a duplicate of an Epworth Desktop that you have access while inside Epworth and allows access to all applications and files that are located on the network. Page 12 of 24

13 Setting up remote access on your Smartphone and Tablet device Please make sure you have contacted the IT Service Desk before setting this up as there are steps the team must follow to enable your access. On the Smartphone and Table you will need to install the Citrix Receiver using your own Apple itunes Account/Android Play Store Account. A search for Citrix Receiver will show the application in the Store. It is a free application. Once installed browse to the Epworth website: and click the Staff Login button at the bottom of the page on the right hand side. From here click the link corresponding to your device under the heading Citrix Remote Access Setup By clicking the link it will automatically populate the required information into the application that is required to access the remote access portal. Page 13 of 24

14 In the fields for Username and Password please enter your Epworth login details: Username Password Epworth Login name (e.g. johnsmith) Epworth Password (e.g. Epworth22) After entering your Epworth details, press the Save button on the top right corner of the window You will then be prompted to enter a SMS Passcode that has been sent as a text message to your mobile device, the phone number which you have previously provided IT Service Desk. A list of available applications will then be displayed on your Smartphone or Tablet. Click on the SUN- DESKTOP option in order to launch the applications you have access to. Changing your Password Unlike other Epworth Staff, Medical Specialists are not required to change their password periodically. If you believe your Login has been compromised then it is advised you change your password as soon as possible by following the below instructions, or alternatively contact the IT Service Desk on who can help you through the process. New Passwords have to be a minimum of 8 characters long and cannot be the previous 10 passwords you have used. To change the password for your windows login, press the Ctrl+Alt+Delete keys at the same time, click the Change Password button. Fast User Switching Fast user switching is a feature used at Epworth that allows you to teleport your active session to another device without logging off the device you logged in on. When the device or session is locked the session is then able to be ported to another device, so when you log onto another workstation your previous active session will appear on the new device. This functionality is particularly useful if you are transitioning between devices on a regular basis and even quicker if you log into the device using biometrics. Page 14 of 24

15 What is a Thin-Client device? You may often hear the term Thin Client, so we felt it pertinent you know what this device is. A thin-client device is a desktop terminal that has no hard drive, so all features typically found on a desktop PC including applications, data, and memory etc are stored on another larger computer (typically a server) which is located in a data centre. Epworth have a large percentage of thin-clients rolled out across the sites. If you do not have your own personal device to use onsite and you want to access applications you must use a thin-client to do so. Examples of thin clients available across Epworth are displayed below: IT Services/Resources List For some Medical Specialists there are other IT Services/Resources which are not included in the All Medical Specialist Access list but are additional features/resources for a specific area of practice or site e.g. Medical and Radiation Oncology Specialty use the Aria Oncology Information System and for sites, Epworth Eastern who use MedChart e-prescribing. The following IT Services are detailed in this document. All Medical Specialists Anti Microbial Guidance System BOSSnet Scanned Medical Record System Computer Desktop Access Computer Devices HREC Ethics Committee Submissions Intranet Internet Web browsing MyPatients Mobile Application emims OneView Point of Care PCEHR ehealthrecord Pathology Results Policies and Procedures Printing and Photocopying Utrack Radiology Results Riskman System Telephone Services Therapeutic Guidelines etg WebQI Clinical Audit Registries Wireless Access Conditional on Specialty Specific Aria Medical and Radiation Oncology System Lanier Dictation System Endoscopy Reporting Endobase System MedChart Medications Management System Page 15 of 24

16 All Medical Specialists Applications Access Antimicrobial Guidance System The Antimicrobial stewardship (AMS) team at Epworth reviews the prescription of broad spectrum antimicrobials to ensure the hospital is providing quality patient care. Epworth has implemented Guidance-MS, an electronic antimicrobial approval and recommendation system. Guidance allows clinicians to step through a decision support algorithm including links to relevant treatment guidelines and other resources. This process creates a record of antimicrobial prescription and associated indication, facilitation efficient review of relevant orders by the Epworth AMS team. Completion of this process is not obligatory to permit an antimicrobial to be dispensed and administered. The Guidance-MS application is available on the desktop to authorised users logged into the Epworth network. The logon is identical to your Epworth network login. If you do not have access to Guidance-MS, please contact the IT Service Desk on or For further information while you are onsite, please visit the Epworth AMS intranet page by going to the following link: BOSSnet Patient Scanned Medical Record Epworth have implemented the BOSSnet Scanned Medical Record across the organisation. BOSSnet currently provides online access to: Your Patient List Scanned Clinical History Radiology results reports and images (including access to images using InteleViewer, which is embedded into the BOSSnet application) Cardiology Results Ward List Medications Medications (MedChart which is embedded into the BOSSnet application for Eastern Patients only) Pathology results - Reports When you first log into BOSSnet you will be presented with a default view and will be required to enter a Patient URN or, Surname, Given Name and gender in order for find a patient. On being presented with a list of patients click on the relevant patient and the following pop up will appear which will allow you to then view the patient record. Page 16 of 24

17 In order to setup an individualised list of your patients (Your Patient List) you will need to contact the IT Service Desk on On discharge the patient s paper based medical record is scanned into BOSSnet. This allows Clinicians to access the medical record real-time from any location, both internally and externally. BOSSnet patient records can be viewed by multiple people at the same time. Epworth continues to receive paper Pathology and Radiology results from a number of providers where electronic results are not available. These results continue to be faxed to the wards and are then scanned into BOSSnet. Real-time electronic results are available from the current providers: Pathology Providers Epworth Pathology AnatPath Pathology Dorevitch Pathology Focus Pathology St Vincents Pathology TissuePath Pathology Histolab Pathology Radiology Providers MIA Epworth Medical Imaging For training on BOSSnet please contact the site Health Information Services team who have staff available to support you. For interactive training manual and reference guides are available to you while you are onsite please go to the following link: Alternatively there is Help available from within the BOSSnet application via the Need Help button located down the left hand side of the BOSSnet home page. Computer Desktop Access Access to applications internally by Medical Specialist is only available through Thin Client workstations or other terminal (non PC) devices at Epworth sites. This is due to the strict interpretation of Epworth s Microsoft licensing agreement which indicates Medical Specialists are not permitted to log onto standard PC s. Computer Devices Epworth do not provide tablet, laptop or desktop services or support unless the Medical Specialist is salaried or where a Managed Service Level Arrangement is in place to provide Epworth equipment and systems. In general, you will purchase, maintain and support your own devices. If required Epworth IT can provide a list of third party organisations being used by other Medical Specialists at Epworth who may be able to assist you with your own equipment, under your own private arrangements. HREC Human Research and Ethics Committee Requests To be advised ICT Policies and Protocols The IT Department is responsible for securing all Epworth ICT Systems and electronic information. It is important all users of Epworth s electronic resources take security of corporate and patient information seriously. As a user of Epworth resources you are required to comply with Epworth s ICT Policies and Page 17 of 24

18 Protocols which are available within the Epworth Policies and Protocols System located on the Epworth Intranet. Policies and procedures for review include: Acceptable Use of ICY Resources Policy User Provisioning Protocol of IT Systems Bring Your Own Device (BYOD) Protocol ICT Security Policy ICT Password Security Protocol ICT Third Party Connectivity and Access Protocol Intranet Medical Specialists by default have access to Epworth HealthCare s Intranet site. There are 2 ways of accessing the Intranet. While onsite, by clicking on the Internet Explorer icon with the Intranet tag While offsite Option 1 logging in via the Staff Portal from While offsite Option 2 - Click on the SUN- DESKTOP option in order to launch the applications you have access to. You may find the following key resources useful: eguide Staff phone book Policies and Protocols Departments Directories Specialists Phone Directory MIMs Online Riskman Library Clinical Audit Internet Web Browsing Medical Specialists by default have access to the Internet from within Epworth. The default browser at Epworth is Microsoft Internet Explorer V11 and above. Page 18 of 24

19 If you have any problems with accessing the Internet please contact the IT Service Desk on MyPatients Mobile Application To be advised MiMS - emims The electronic MIMS Online is available to all Medical Specialists. Access to MIMS is available on the Epworth Intranet from Quick Links or a link on the Library home page. For more information on library services please contact or PCEHR ehealthrecord To be advised Pathology Results Pathology results are available from within BOSSnet. Pathology results are also available via Point of Care bedside terminals. Page 19 of 24

20 Point of Care - OneView Where Epworth sites have Point of Care devices in place, Medical Specialists will have access to a range of integrated clinical applications. Access to the devices is by a biometric signature. Enrolment, for security reasons can only take place at the Nurse Station terminals. Follow the below instructions to enrol: Initially, place your finger on the scanner and enter your username and password when prompted If verification fails when using the Nurses Station terminal, the clinician will be presented with the option to enrol or cancel if their fingerprint is not recognised. If they choose to cancel, they will have the opportunity to try and rescan their finger again. Then simply place the preferred finger on the scanner until all dots turn green. This will be repeated 4 times with the same finger The clinician s username will then be registered against the fingerprint for future access to the system Once enrolled, the use of the biometric scanner will log on and off the user. If verification fails when using the Nurses Station terminal, the clinician will be presented with the option to enrol or cancel if their fingerprint is not recognised. If they choose to cancel, they will have the opportunity to try and rescan their finger again. Once a clinician attempts to login and their fingerprint fails the biometric authentication 3 times, the device will prompt the user to type their username and password If the password is entered 3 times unsuccessfully, the clinician will be prompted to contact the Epworth Service Desk at Ext to reset their password. When logging off the bedside terminal the screen will return to the patient mode, showing the patient whiteboard. When logging off the nurse station terminal, the screen will return to the Nurse Rounding Summary Ward View for the location of the ward. The system automatically logs out users after a period of 10 minutes of inactivity. Page 20 of 24

21 For further details on how to use the Point of Care devices, while onsite at Epworth please go to the following link: 20Physician%20Training%20Guide.pdf Policies and Protocols The Epworth Healthcare Policies and Protocols site has been developed and evolved over a number of years using feedback. The system aims to be easy to use and to provide quick access to relevant up-todate information. Epworth Policies and Protocols are available via the Epworth Intranet, while onsite at Epworth please go to the following link: For offsite access please refer to the instructions located under the heading Intranet. Or, launch via the Intranet home page. Printing and Photocopying Services - Utrack As a Medical Specialist you are able to print and photocopy by using Epworth s Utrack printing system. Once you are logged on to a computer you can generate your PIN Code using the Utrack icon located on your desktop. If you forget your PIN Code you have 3 opportunities per day to regenerate a new one. You are not charged for printing and photocopying, however you can use the Utrack widget to monitor your usage. Epworth monitors print and copy costs for all individuals. For medical specialists there care costed to the relevant Clinical Institute and will be monitored accordingly. In order to use the photocopier you are required to enter your PIN code into the ID Number filed on the copier screen to allow access to its use. Follow me printing allows wireless connected users to print from their personal devices (smartphone, laptop or tablet). You must ensure you are connected to the Epworth wireless network prior to setting up follow me printing. For assistance with Utrack please contact the IT Service Desk on or send an to Page 21 of 24

22 Radiology Results Radiology reports and Image viewer is available from within BOSSnet. Radiology results are also available via Point of Care bedside terminals. InteleViewer is also available as a separate application and allows viewing of radiology results from a number of different providers. For further details on how to use the InteleViewer application as a separate application to BOSSnet, while onsite at Epworth please go to the following link to access the interactive training manual: Riskman Riskman is Epworth s Risk Management and Reporting System. As a team, at Epworth we are all responsible for identifying and reporting incidents and risks both clinical and non-clinical. All risks and incidents are to be logged into Riskman. Riskman can be accessed from the Epworth Intranet Site under Web Applications. If you require assistance or need more information about Riskman please contact the IT Help Desk on or Telephone Services Epworth provides Epworth staff with access to landline and/or mobile telephone services as required by their roles. Non-employed medical specialists will need to purchase, maintain and support their own devices for use in their private professional practice. Page 22 of 24

23 Therapeutic Guidelines etg The electronic Therapeutic Guidelines is available to all Medical Specialists while onsite at Epworth. Access to the guidelines is available on the Epworth Intranet from a link on the Library home page. For more information on library services please contact or WebQI Clinical Audit Registries To be advised Conditional or Specialty Specific Application Access Conditional access will be provided to the following Applications. Aria Medical and Radiation Oncology System The Aria Oncology System provides a comprehensive view of recorded patient information for oncology patients treated at Epworth. The system includes chemotherapy prescribing, nurse assessment s and notes, scheduling and Radiation Oncology treatment planning. The system is required to be used by Medical Oncologists and Haematologists for computerised chemotherapy prescribing, who refer patients to Epworth Richmond and Freemasons. Access to Aria is provided to authorised Clinicians by the Epworth IT Service Desk. There is no charge to use Aria and the application can be accessed remotely from any computer. Training and ongoing support will be provided by Epworth. If you have a requirement to use Aria please contact the Oncology Unit, additional information can be found while onsite at Epworth by going to the following link: Dictation Services To be advised Endobase Endoscopy System To be advised Medications Management - MedChart The MedChart e-prescribing system is only available to Medical Specialists working at Epworth Eastern. MedChart will be available via the Point of Care devices at the patient bedside. Page 23 of 24

24 OneView will open the MedChart Medication administration page for the selected patient. This will automatically log you in as the prescribing clinician. MedChart is also available within BOSSnet by clicking on the Meds icon. This allows the user to seamlessly move between the two applications. When you finish using MedChart, click the Close button to return to BOSSnet. For more information and training on MedChart contact your ward Nurse Unit Manager. Alternatively for further assistance on interactive training manuals and quick reference guides while onsite at Epworth please go to the following link: Page 24 of 24

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